Executive Assistant

Upper Allen Twp; Mechanicsburg (Cumberland County); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Restaurant of community

Job summary

Upper Allen Township in Mechanicsburg, PA is seeking a highly organized Executive Assistant to support the township leadership and commissioners. This role extends beyond traditional administration, functioning as a trusted partner who ensures critical tasks are completed with discretion and follow-through.

You will manage calendars, prepare meeting materials, draft confidential correspondence, maintain filing systems, and help coordinate public events and communications for the township.

Qualifications

• 5 years of executive-level administrative support required; government, law, finance, or related field highly preferred.
• Possession of PA Notary Public commission, or ability to obtain within 6 months of hire.
• High school diploma or GED required; Associate degree or higher preferred.
• Ability to attend evening Board of Commissioners' meetings regularly.
• Strong written and verbal communication skills; comfortable engaging residents and officials.

Responsibilities

• Provides high-level administrative support to executive leadership and Commissioners by coordinating office operations efficiently and effectively.
• Drafts, types, proofreads, and processes confidential correspondence and reports.
• Coordinates the Township Manager’s schedule and prepares materials timely.
• Maintains and organizes multiple filing systems, including confidential records.
• Retrieves and researches documents and routes specialized requests to appropriate staff.
• Prepares Board of Commissioners meeting packets, including staff reports and departmental updates.
• Attends Board meetings and serves as Recording Secretary, preparing agendas and recording minutes.
• Drafts and finalizes meeting minutes and maintains records of Board activities.
• Assists with coordination of public events, speaker series, and community events.
• Maintains township website and social media pages, and publishes quarterly resident newsletter.

Skills

Communication skills

Organizational skills

Project management

Public speaking

Education

Associate degree in Business Administration

Job description

Job Overview

Are you the person others rely on to keep everything organized, on schedule, and moving forward? Upper Allen Township is seeking a highly organized, proactive Executive Assistant who enjoys variability from day to day and adapts to changing priorities. This is more than an administrative role, it's an opportunity to serve as a trusted partner to executive leadership and elected officials, ensuring critical tasks are completed with accuracy, discretion, and exceptional follow-through. As an integral part of our team, you will support and maintain the daily function of the Township administrate offices. If you're known for anticipating needs, solving problems before they grow, communicating openly, and handling confidential information with integrity, we'd love to meet you.

Duties and Responsibilities

• Provides high-level administrative support to the executive leadership and Commissioners by coordinating office operations efficiently and effectively.


• Drafts, types, proofreads, and processes a wide range of complex and confidential correspondence and reports.


• Coordinates the Township Manager’s schedule and calendar, preparing all necessary materials and information timely.


• Maintains and organizes multiple filing systems, including confidential records.


• Retrieves and researches documents as needed and routes specialized requests to the appropriate staff or departments.


• Prepares Board of Commissioners meeting packets, including staff reports and departmental updates.


• Attends Board of Commissioners meetings and serves as Recording Secretary by preparing agendas, assembling materials, recording minutes and coordinating follow up actions and correspondence


• Drafts, proofreads, and finalizes meeting minutes following each Board meeting.


• Maintains complete and accurate records of Board activities and researches historical minutes and documents to support information requests from Commissioners and Township staff.


• Assist with the coordination of public events, arranging speaker series, and community events.


• Coordinates with other parties including state representatives, vendors, and honored guests. Handles post-event communications and follow-up.


• Serves as the primary point of contact for the Township website, social media pages (Facebook and Instagram), and the quarterly resident newsletter.


• Assists with the maintenance of the social media accounts and website including updates and scheduled changes for all Township departments.


• Assists with the planning and promotion of programs and events; supports the committees comprised of resident volunteers.


• Assists with the planning, design, and publishing of the quarterly newsletter, working with department heads to compile content into a comprehensive resident publication. Coordinates with print partners for newsletter production and mailing.


• Obtain and maintain a Pennsylvania Public Notary commission.


• Serves as the backup Open Records Officer in accordance with State guidelines, as needed.


• Performs other related duties as assigned.

Requirements

• High school diploma or GED required; Associate degree or higher in Business Administration, Public Administration, Office Administration, Communications, or a related field, preferred.


• 5 years of executive-level administrative support required; in a government, law, finance, or related field highly preferred.


• Possession of a valid PA Notary Public commission, or ability to obtain within 6 months of hire.


• Ability to attend evening Board of Commissioners' meetings regularly.


• Strong written and verbal communication skills, must be comfortable speaking at length with residents and the public, stakeholders, and elected officials.


• Exceptional organizational and project management abilities with a proven ability to manage multiple competing priorities.